How do I add and manage documents at group level?

Overview

The documents module allows documents to be created, stored and managed centrally at group level. This provides a consistent approach to document management while allowing important files to be shared with schools within the trust.

Documents can be organised into folders, classified using document types and made available to schools through the document sharing settings.

This guide explains how to add, edit, archive and restore documents at group level, including how to control whether schools within the trust can view them.

Adding a New Document

To add a document at group level:

1. Navigate to the documents module using the left-hand menu.

2. Click Add Document.

3. Complete the required information in the Details tab.

4. Configure the document settings, including the option Allow schools within my trust to view this document?

5. Click Save to add the document.

Once saved, the document will be available at group level and, where sharing has been enabled, to schools within the trust.

Sharing Documents with Schools

When adding or editing a document at group level, the following option is available:

Allow schools within my trust to view this document?

This setting determines whether the document can be viewed by schools within the trust.

• Enabled: The document is made available for schools within the trust to view.

• Disabled: The document remains at group level and is not shared with schools.

This allows centrally managed documents, such as policies, procedures and guidance, to be shared across the trust while keeping other documents restricted to group-level users.

Editing an Existing Document

To update an existing document:

1. Navigate to the Documents module at group level.

2. Locate the document you wish to edit.

3. Select the Edit Pencil.

4. Update the relevant information in the Details tab.

5. Review the Allow schools within my trust to view this document? setting and enable or disable it as required.

6. Click Save to apply your changes.

Any changes to the sharing setting will determine whether the document is available for schools within the trust to view.

Archiving a Document

Documents that are no longer required can be archived without permanently removing them.

To archive a document:

1. Navigate to the Documents module at group level.

2. Locate the document you wish to archive.

3. Select the Edit Pencil.

4. Turn off the Active toggle.

5. Click Save.

The document will be archived and can be restored when required.

Restoring an Archived Document

Previously archived documents can be restored through the module settings.

To restore a document:

1. Navigate to the Documents module at group level.

2. Click the cog icon in the top-right corner.

3. The Settings panel will open.

4. Scroll to the Restore section.

5. Select Documents.

6. Use the toggle to select the document you wish to restore.

7. Click Restore.

The document will become active again according to its configured settings and sharing permissions.